Fall Conference 2026 Sponsorship Terms and Conditions

Policy version: July 14, 2026

Conference: Adult Family Home Council of Washington State 2026 Fall Conference

Conference dates: September 24–25, 2026

Location: Tulalip Resort Casino, Tulalip, Washington

These Sponsorship Terms and Conditions (the “Terms”) govern sponsorship registration for the 2026 Adult Family Home Council Fall Conference (the “Conference”). “AFHC” means the Adult Family Home Council of Washington State. “Sponsor” means the organization identified during registration and checkout.

By checking the acceptance box and submitting a sponsorship registration, the person completing the registration confirms that they have read and agree to these Terms and are authorized to bind the Sponsor. The selected sponsorship package, price, benefits, registration information, and order confirmation are incorporated into these Terms.

1. Sponsorship Purpose

Sponsor is providing monetary and/or approved in-kind support for the Conference in exchange for the benefits included with the sponsorship package selected during registration. AFHC may use sponsorship funds to plan, administer, promote, produce, and evaluate the Conference and to support related organizational activities.

2. Sponsorship Package and Benefits
   2. The Sponsor will receive only the benefits expressly listed on the selected sponsorship product or registration page, in the checkout information, in the order confirmation, or in a later written approval from AFHC.
   3. Sponsorship opportunities are limited and are generally awarded on a first-paid, first-confirmed basis.
   4. AFHC may make reasonable changes to the Conference schedule, format, floor plan, promotional channels, speakers, or method of delivering a benefit.
   5. If a listed benefit becomes unavailable, AFHC may provide a reasonably comparable benefit.
   6. Placement, exclusivity, speaking opportunities, attendee data, and other special benefits are not included unless expressly stated in the selected package or confirmed in writing by AFHC.
3. Payment and Confirmation
   2. Full payment is due at checkout unless AFHC approves a different payment schedule in writing.
   3. A sponsorship is not confirmed until AFHC receives payment or expressly approves invoicing or another arrangement.
   4. If payment is not received by the stated deadline, AFHC may cancel the pending registration and release the sponsorship opportunity to another organization.
   5. Sponsor is responsible for returned-payment charges, chargebacks, and any processing fees disclosed before payment.
   6. Sponsor is responsible for any applicable taxes legally imposed on taxable goods or services included with the sponsorship.
4. In-Kind Contributions

Any in-kind contribution must be approved by AFHC in writing before delivery. Unless AFHC agrees otherwise, Sponsor is responsible for all costs associated with producing, transporting, installing, operating, and removing the contribution. Any value stated by the Sponsor is informational and is not a representation by AFHC regarding fair market value, accounting treatment, or tax deductibility.

5. Sponsor Information and Materials
   5. Sponsor must provide accurate contact information, its approved public-facing name, website address, current logo files, advertisements, attendee names, and other requested materials by AFHC’s deadlines.
   6. If Sponsor misses a production or submission deadline, AFHC may delay, reduce, substitute, or omit an affected benefit when it can no longer reasonably provide that benefit. Missing a deadline does not create a right to a refund.
   7. AFHC may reject or request changes to materials that are inaccurate, unlawful, infringing, misleading, defamatory, discriminatory, unsafe, inconsistent with Conference standards, or reasonably likely to harm AFHC’s reputation or mission.
   8. AFHC may resize, crop surrounding blank space, convert file formats, adjust resolution, or otherwise reformat submitted materials as reasonably necessary for production without materially changing the Sponsor’s message or marks.
6. Logo and Trademark Authorization

Sponsor’s submission of a name, logo, trademark, advertisement, or other branded material is subject to AFHC’s separate Sponsor Logo and Trademark Use Authorization. Sponsor must accept that authorization during registration before AFHC is required to publish Sponsor branding.

7. Exhibit Space, Placement, and On-Site Participation
   7. AFHC controls booth, table, signage, seating, and other placement. Placement requests may be considered but are not guaranteed unless AFHC confirms them in writing.
   8. Sponsor and its representatives must follow AFHC instructions, venue policies, fire and safety requirements, accessibility requirements, and applicable laws.
   9. Sponsor is responsible for its displays, equipment, products, samples, and personal property. AFHC is not responsible for loss, theft, or damage except to the extent directly caused by AFHC’s negligence or willful misconduct.
   10. Product demonstrations, food or beverage distribution, drawings, raffles, sales, equipment operation, and collection of attendee information require prior AFHC approval and any required venue approval, permits, licenses, or insurance.
   11. Sponsor representatives must behave professionally and may not harass attendees, obstruct aisles, create unsafe conditions, or materially disrupt the Conference. AFHC may require corrective action or removal when reasonably necessary.
8. Attendee Information and Privacy
   7. Sponsorship does not automatically include attendee contact information.
   8. Any attendee information provided to Sponsor must be expressly included in the selected package and may be limited by attendee consent, applicable law, and AFHC policy.
   9. Sponsor may use attendee information only for the purpose for which it was provided and may not sell, rent, transfer, or disclose it to another party without AFHC’s written approval and any required attendee authorization.
   10. Sponsor is responsible for complying with applicable privacy, data-security, telemarketing, and commercial-email requirements and for honoring unsubscribe and opt-out requests.
   11. Sponsor must use reasonable safeguards to protect attendee information and promptly notify AFHC of unauthorized access, use, or disclosure involving information received through the Conference.
9. Sponsor Representations

Sponsor represents and warrants that:

• • The person accepting these Terms is authorized to bind the Sponsor.
  • Sponsor owns or is authorized to use and license all names, logos, trademarks, advertisements, images, copy, and other materials it submits.
  • Sponsor’s materials, products, services, displays, statements, and activities will comply with applicable law and will not infringe or violate another person’s rights.
  • Sponsor will not make false or misleading claims or imply that AFHC endorses Sponsor or its products or services.
  • Sponsor will obtain all permissions, licenses, permits, and insurance required for its Conference activities.

10. AFHC Responsibilities

Subject to Sponsor’s timely payment and performance, AFHC will use commercially reasonable efforts to provide the benefits included with the selected sponsorship package, acknowledge Sponsor at the agreed level, provide reasonable fulfillment instructions and deadlines, and operate the Conference professionally.

11. No Endorsement or Guaranteed Results
    11. Sponsor recognition identifies Sponsor’s support of the Conference and does not constitute AFHC’s certification, recommendation, or endorsement of Sponsor or any product, service, claim, or viewpoint.
    12. AFHC does not guarantee attendance, audience demographics, website traffic, impressions, leads, sales, revenue, media coverage, speaking attendance, or any other business result.
    13. Attendance estimates and promotional projections are informational only.
12. Sponsor Cancellation and Refunds
    11. If Sponsor cancels, withdraws, fails to attend, or does not use an available benefit, amounts paid or due are nonrefundable unless AFHC agrees otherwise in writing.
    12. Sponsor may not transfer or resell a sponsorship without AFHC’s written approval.
    13. Failure to submit materials or participant information by a deadline does not create a right to a refund.
13. Conference Changes, Cancellation, and Force Majeure
    11. AFHC may reasonably change Conference dates, hours, location, format, agenda, speakers, or delivery method.
    12. If the Conference is postponed, relocated, converted to a hybrid or virtual format, or otherwise modified, the sponsorship remains in effect and AFHC may deliver the benefits through the modified Conference.
    13. If AFHC cancels the Conference for reasons other than Sponsor’s breach and does not reschedule it within twelve months, AFHC will refund the amount paid for benefits not provided, less the reasonable value of benefits already delivered.
    14. Neither AFHC nor Sponsor is liable for delay or failure caused by circumstances beyond its reasonable control, including severe weather, natural disaster, fire, epidemic or public-health emergency, labor disruption, governmental order, war, terrorism, civil disturbance, utility or technology failure, transportation interruption, or venue unavailability.
    15. If such an event prevents the Conference and AFHC does not reschedule it within twelve months, AFHC will refund the amount paid for undelivered benefits, less the reasonable value of benefits already delivered and documented, nonrecoverable Sponsor-specific costs reasonably incurred by AFHC.
    16. The refund or credit expressly described in this section is Sponsor’s sole financial remedy for cancellation, postponement, relocation, format change, or force majeure, except where prohibited by law.
14. Suspension and Termination
    11. AFHC may suspend benefits or cancel a sponsorship for nonpayment, unlawful activity, serious misconduct, safety concerns, intellectual-property infringement, material reputational harm, or another material violation of these Terms.
    12. When a violation can reasonably be corrected, AFHC may provide written notice and a reasonable opportunity to correct it.
    13. If AFHC cancels a sponsorship because of Sponsor’s breach, Sponsor remains responsible for amounts already due and is not entitled to a refund. AFHC may remove Sponsor materials and deny Conference access.
    14. Provisions concerning payment, intellectual property, confidentiality, privacy, indemnification, liability, and dispute resolution survive cancellation or the end of the Conference.
15. Indemnification
    11. To the fullest extent permitted by law, Sponsor will defend, indemnify, and hold harmless AFHC and its directors, officers, employees, contractors, volunteers, and agents from third-party claims, damages, liabilities, judgments, penalties, and reasonable legal expenses to the extent arising from Sponsor’s breach of these Terms; Sponsor’s negligence or willful misconduct; Sponsor’s products, services, materials, displays, representatives, or Conference activities; or an allegation that materials supplied by Sponsor infringe or violate another party’s rights.
    12. To the fullest extent permitted by law, AFHC will defend, indemnify, and hold harmless Sponsor and its officers and employees from third-party claims, damages, liabilities, judgments, penalties, and reasonable legal expenses to the extent arising from AFHC’s breach of these Terms or AFHC’s negligence or willful misconduct.
    13. The party seeking indemnification must promptly notify the other party of a covered claim and reasonably cooperate in the defense. A settlement may not admit fault by, impose nonmonetary obligations on, or fail to fully release the indemnified party without that party’s written consent.
16. Limitation of Liability
    11. Except for payment obligations, indemnification duties, infringement or misuse of intellectual property, breach of confidentiality or privacy obligations, fraud, gross negligence, or willful misconduct, neither party is liable to the other for indirect, incidental, special, punitive, exemplary, or consequential damages, including lost profits or lost business opportunities.
    12. Except for those exclusions, each party’s total aggregate liability arising from the sponsorship will not exceed the monetary sponsorship amount paid or payable by Sponsor.
    13. AFHC is not responsible for acts or omissions of the venue, hotels, transportation providers, speakers, attendees, or other third parties except to the extent AFHC is legally responsible for its own conduct.
17. Insurance

Sponsor must maintain insurance reasonably appropriate to its activities. AFHC may require proof of commercial general liability insurance and may require AFHC and the venue to be named as additional insureds when Sponsor operates equipment, serves food or beverages, conducts demonstrations, performs installation work, or presents other elevated risks.

18. Confidentiality
    18. Each party will reasonably protect nonpublic business, financial, technical, security, and personal information disclosed by the other party and identified as confidential or that a reasonable person would understand to be confidential.
    19. Confidential information does not include information that is publicly available without breach, already lawfully known, independently developed, lawfully received from another source, or required to be disclosed by law.
    20. The existence of the sponsorship, Sponsor’s public name, sponsorship level, approved logo, and public benefits are not confidential and may be publicized by AFHC.
19. Tax Treatment

AFHC makes no representation or warranty regarding the tax treatment or deductibility of a sponsorship payment or in-kind contribution. Sponsor acknowledges that AFHC is an organization recognized as tax-exempt under Internal Revenue Code Section 501(c)(6) and that a sponsorship may include goods, services, advertising, acknowledgments, or other benefits. Sponsor should consult its own tax advisor.

20. Governing Law and Disputes
    20. Washington law governs these Terms.
    21. Before filing suit, the parties will attempt in good faith to resolve a dispute through direct discussion between authorized representatives.
    22. Any legal action arising from the sponsorship must be brought in a state or federal court with jurisdiction in Thurston County, Washington, and each party consents to that venue and jurisdiction.
    23. Either party may seek temporary or injunctive relief when reasonably necessary to protect confidential information, intellectual property, safety, or data security.
21. General Terms
    20. The parties are independent contractors. The sponsorship does not create a partnership, joint venture, agency, employment, fiduciary, or franchise relationship.
    21. Sponsor may not assign or transfer the sponsorship without AFHC’s prior written approval.
    22. These Terms, the selected sponsorship product description, checkout information, order confirmation, the Sponsor Logo and Trademark Use Authorization, and any written addendum approved by AFHC constitute the entire agreement regarding the sponsorship.
    23. If those materials conflict, the following order controls: a later written amendment approved by both parties; these Terms; the Logo and Trademark Use Authorization for matters involving Sponsor marks; the selected package description and order confirmation; and operational instructions.
    24. If a provision is unenforceable, it will be modified only to the minimum extent necessary, and the remaining provisions will remain in effect.
    25. Failure to enforce a provision is not a waiver.
    26. Headings are provided for convenience and do not change the meaning of these Terms.
22. Electronic Acceptance and Records

Sponsor agrees that checking the acceptance box and submitting the registration constitutes Sponsor’s electronic acceptance of these Terms. Sponsor consents to the use of electronic records for the sponsorship transaction. AFHC may retain the registration information, order details, acceptance date and time, policy version, and related transaction records as evidence of the agreement.

23. Contact

Questions or formal notices regarding sponsorship should be sent to:

Adult Family Home Council of Washington State
3309 Capitol Blvd. SW Ste. 1
Email: info@adultfamilyhomecouncil.org
Phone: 1-360-754-3329

Acceptance: By checking the required box during registration and submitting the order, the person registering certifies that they are authorized to bind the Sponsor and that the Sponsor agrees to these Terms.